Privacy Policy

01Who is responsible for your data

The data controller for ats.expertini.com is EXPERTINI LIMITED, Company Number 14624875, registered in England and Wales, at 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom. This is also the entity that contracts with you and that appears on your invoices. EXPERTINI LLC (Company Number US-DC-LL062600803, registered in the District of Columbia, 1717 N Street NW, STE 1, Washington, DC 20036) is the group's US-registered company; full details of both are on the Imprint.

For any question about this policy, or to exercise a right described below, contact dpo@mail.expertini.com — our monitored data-protection inbox. Formal legal notices go to legal@mail.expertini.com; account and billing issues are faster through support@expertini.com. Where a hiring organisation uses this platform to process candidate applications, that organisation is the controller of its own candidate data and Expertini acts as its processor — this policy describes what we do in both roles, and says which is which wherever it matters.

02What we collect

From recruiters/employers: name, work email, organisation details, and billing information processed by Stripe (we never store full card numbers ourselves — Stripe handles that). From candidates: name, email, phone, CV file, cover letter, and whatever a candidate chooses to enter on an application form. Application activity (which stage a candidate is at, interview notes, offer details) is stored to run the hiring pipeline itself.

03What happens to a CV specifically

An uploaded CV is parsed to extract text, and a pattern-stripped copy — with names, emails, phone numbers, addresses, and demographic-suggestive language removed — is what any AI scoring step actually reads. The hiring organisation itself can see the real, unredacted CV, since they're the ones making the hiring decision. This stripping is pattern-based and reduces exposure substantially; it isn't a guarantee that every possible identifier is caught in every CV format.

04Retention and deletion

Candidate application data, including CV files, is retained for 24 months from the date of application and then automatically deleted by a scheduled cleanup process — not on manual request only. Recruiter/organisation account data is retained for the life of the subscription plus a reasonable wind-down period after cancellation, primarily so a returning customer doesn't lose their hiring history.

05Who can see what

A candidate's application is visible to the hiring organisation they applied to — never to other organisations on the platform. Recruiter accounts within an organisation see what their role permits (owner/admin/recruiter roles have different access levels). Expertini staff can access data only for support, security, or legal-compliance purposes, not for general browsing.

06Third parties we actually use

Stripe (payment processing), Google's Gemini API (AI-assisted CV reading — only ever the PII-stripped text), and our own Elasticsearch infrastructure (search and storage, operated by Expertini, not a third-party SaaS vendor). We do not sell personal data to advertisers or data brokers.

We run Google Analytics across this product to measure how the site and the application are used — which pages are visited, which features are opened, where a flow is abandoned. This applies to the signed-in recruiter interface as well as the public pages, so an authenticated recruiter's navigation within their own ATS is measured too. What is collected is usage and device data (pages viewed, referrer, browser, approximate location derived from IP) — not the contents of a CV, an application, an interview note, or any candidate record; analytics tags are never given access to candidate data. Every page of this product also sends an explicit refusal of advertising storage, advertising signals and ad personalisation on each request, so no measurement taken here can be turned into advertising targeting — that refusal travels with the page itself rather than depending on how any analytics account is set up. See the Cookie Policy for the specific cookies this sets and how to refuse them.

07Google Workspace and Microsoft 365 data, and AI — Limited Use compliance

Expertini ATS optionally connects to a user's own Google account (Calendar, Meet, Drive, YouTube) or Microsoft 365 account (Entra ID, Outlook Calendar, Teams, OneDrive) so features like automatic interview scheduling and CV backup can work — connection is user-initiated and revocable at any time from Settings. The use and transfer of information received from Google APIs adheres to the [Google API Services User Data Policy](https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements; the same standard is applied to data received from Microsoft Graph.

Specifically: data read from these connected accounts (calendar events, Drive/OneDrive files) is used only to perform the feature the user explicitly triggered — creating a calendar event, backing up a file the user chose to sync — and is never used, transferred, or sold to train, improve, or develop any AI/ML model, foundational or otherwise. The same principle applies to every other third-party account a user may choose to connect on this platform (for example Slack, Facebook, Instagram, or WhatsApp Business) — data obtained through any connected integration is used solely to perform the specific feature it powers, never to train or improve an AI model. The separate AI feature on this platform (Gemini-based CV reading, described above) operates only on candidate CV text that a hiring organisation itself uploaded — it never reads, and is never fed, any data obtained through a connected third-party account.

08How sensitive data is protected

All traffic to and from ats.expertini.com is encrypted in transit with TLS (HTTPS). Sensitive credentials — including the OAuth access and refresh tokens created when a user connects a Google, Microsoft, or other third-party account — are additionally encrypted at rest with authenticated AES-based symmetric encryption before being stored; the encryption key is held only in the server environment, never in the database or the application code. Stored tokens are never rendered back to any browser or exposed through any API response — the interface only ever shows a connected/not-connected status. Payment card data is handled entirely by Stripe and never stored on our servers.

Access is limited by design: every stored record is scoped to the organisation that owns it, roles within an organisation gate what each user can see, and Expertini staff access is restricted to support, security, and legal-compliance purposes. Connected-account permissions follow the principle of least privilege — for Google we request only per-event calendar access (calendar.events) and per-file Drive access (drive.file, which can only reach files this application itself creates or that a user explicitly picks), never whole-account access. Disconnecting an integration deletes its stored tokens immediately, and a Google or Microsoft connection can also be revoked at any time from that provider's own account security settings. In the event of a security incident affecting personal data, we notify affected users and the relevant supervisory authorities as required by applicable law, including the GDPR's 72-hour breach-notification requirement.

09Your rights

Depending on where you're located, you may have the right to access, correct, export, or request deletion of your personal data. Candidates can also request account and data deletion directly through their country Expertini account where one was created as part of applying. Contact dpo@mail.expertini.com for any request not otherwise self-serviceable.